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Posted: 28-Aug-24
Location: Chicago, Illinois
Type: Full-time
Salary: Open
Internal Number: JR27306
Job Description:
Implements operational plans for all areas of Center activities, including faculty support, academic programs, student funding, and public engagement.
Monitors organizational structures, processes, and systems for efficient administration of Center operations; manage daily administrative operations.
Oversees and monitors Center budgets, including management and tracking of external funding.
Initiates Center financial disbursements and procurement; handles equipment and office supply needs; places orders and requisitions through the procurement system; processes expense report submissions (GEMS); initiates and coordinates payroll and financial transactions with the SSD Local Business Center, including student and casual employee payroll, travel, reimbursements, and purchases.
Manages Center staff, including student workers and interns, and coordinates workflow. Hires, evaluates, promotes, disciplines, and discharges.
Runs daily office operations and perform bulk of administrative duties, directly or by training and managing student workers. Tasks include updating CLAS online and print directory; managing mail and deliveries; coordinating student worker and intern schedules; responding to faculty and student inquiries; and other tasks.
Manages CLAS space, including suite of offices and seminar room as well as off-campus housing for international visitors.
Prepares annual reports for internal units and external funders by specified deadlines.
Manages the maintenance of records and databases, including course database, fellowship database, and student/alumni database.
Uses best practices to develop and execute organization's operational and overall strategic plan. Develops and implements relevant policies and procedures and ensures compliance.
Works with minimal guidance in space, facilities, and equipment, including renovations, moves, maintenance and ongoing facilities operations.
Serves as liaison with related University units (e.g., ARD, OIA, URA, UChicagoGlobal).
Maintains familiarity and builds relationships with campus faculty working on Latin America.
Fosters linkages with professional associations, cultural institutions, community groups, and universities.
Maintains existing relationships and forges new partnerships and collaborations with partners in Chicago and throughout Latin America.
Performs other related work as needed.
Manages all aspects of the Tinker Visiting Professor program, including selection, appointment, logistics, courses, etc.
Manages all aspects of the Tinker Field Research Grant and Mellon Research Travel Fellowship, including selection, communications, disbursement of funds, etc.
Develops programming to meet endowment, grant, and Center priorities, including Tinker Visiting Professorship and Tinker Field Research Grants.
Develops and administers systems for tracking and measuring program outcomes for evaluation and reporting.
Serves as primary liaison with Program Officers at funding agencies.
Seeks new funding and grant opportunities, working with affiliated faculty to identify new areas of interest, as well as supporting established programmatic priorities of the Center. Â
Designs and oversees Center public programming, in accordance with Center priorities and in close consultation with the Faculty Director. Supports the Faculty Director in developing new programming initiatives. Maintains calendar of Center events.
Organizes and implements CLAS events, serves as primary staff for events, including occasional evening and weekend events; manages logistical details for events, including communicating with invited guests and collaborators, arranging travel, reserving rooms, providing technical support, overseeing event publicity, arranging payments and reimbursements, etc.
Develops and oversees Center communications, including website, newsletter, blog, podcast, videos, and social media, to ensure consistent messaging across platforms.
Supervises CLAS student workers and interns who work on events, communications, and public engagement.
Manages administrative procedures for academic hiring, recruitment, and reappointment/promotion of Instructional Professors, Teaching Fellows, and other non-tenure stream academic staff.
Coordinates with Faculty Director and Academic Program Advisor on matters of policy, development, and implementation of undergraduate and graduate Latin American and Caribbean Studies curriculum and program requirements.
Works closely with Academic Program Advisor to design and implement procedures that fulfill the Centerâ™s curricular mission; maintains up-to-date knowledge of University and Divisional procedures.
Works closely with Academic Program Advisor to develop experiential learning opportunities through networking with relevant campus offices and external organizations.
Oversees coordination between Academic Program Advisor and Social Sciences Collegiate Division, ensuring that curricular program is running smoothly and effectively.
Performs some routine and complex assignments for the unit usually in the areas of finance, event planning or support services. Initiate the hiring process of students and staff for a unit, which includes the processing of payroll.
Assists in the monitoring of the various financial and budgetary activities, including vendors contracts. Preparing and monitoring the budget for a unit.
Performs other related work as needed.
Preferred Qualifications
Education:
Masterâ™s degree.
Strong academic background and demonstrated interest in Latin America.
Experience:
Minimum of three years of experience in a position of comparable responsibility and initiative.
Minimum of one year experience working with grants initiatives.
Minimum of one year of experience working with finances and/or budgets.
Minimum of one year of supervisory experience.
Experience working in higher education.
Technical Skills or Knowledge:
Proficiency in a major Latin American language strongly preferred, Spanish and/or Portuguese.
Proficiency in word processing, spreadsheet and database programs, preferably in MS software. Familiarity with simple graphic design and desktop publishing programs.
Preferred Competencies
Capacity to implement major initiatives such as conferences, grant proposals, exchange programs, and public engagement activities.
Collaborates well in a small staff environment; builds a team with Faculty Director, Academic Program advisor, and student workers; leads in a manner conducive to positive staff morale.
Ability to work effectively on teams and independently.
Attention to detail, ability to prioritize, manage, and execute multiple tasks simultaneously.
Ability to optimize processes and delegate tasks where appropriate.
Ability to manage student workers.
Demonstrated flexibility and adaptability to changing demands and pace of work.
Capacity to cultivate strong relationships with a large and varied set of constituencies.
Ability to translate strategic goals into practice.
Willingness to continue professional training.
Superior organization, communication, and human relations skills.
Application Documents
Resume/CV (required)
Cover Letter (required)
References Contact Information (3) (required)
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